Administrating LAW PreDiscovery User Guide

Transcription

1 Administrating LAW PreDiscovery User Guide LAW PreDiscovery, Version Compacting the Database Reviewing Errors Reorganizing Documents Scanning for Errors Validating Document Ranges Extracting Subsets Run Commands Full-text Indexing Configuring LAW and SQL Server Tracking Page Source, Size, and Color Reports

2 Administrating LAW PreDiscovery User Guide 2015 LexisNexis. All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system, without permission. While the information contained herein is believed to be accurate, this work is provided "as is," without warranty of any kind. The information contained in this work does not constitute, and is not intended as, legal advice. LexisNexis and the Knowledge Burst logo are registered trademarks of Reed Elsevier Inc., used under license. LAW PreDiscovery, is a registered trademark, Concordance is a registered trademark, and CaseMap is a trademark of LexisNexis, a division of Reed Elsevier Inc. Other products or services may be trademarks or registered trademarks of their respective companies. LAW PreDiscovery Concordance CaseMap LexisNexis Total Litigator LexisNexis Early Data Analyzer LAW PreDiscovery Version: LAW Prediscovery Release Date: September 5, 2012

3 Contents 3 Table of Contents Chapter 1 About LAW PreDiscovery 6 Chapter 2 What's New in LAW PreDiscovery 9 Chapter 3 Administrating LAW PreDiscovery 16 1 Compacting... the Database 17 2 Reviewing... Errors 18 3 Reorganizing... Documents 20 4 Scanning... for Errors 21 5 Validating... Document Ranges 24 6 Extracting... Subsets 26 7 Run Commands Full-text... Indexing 28 9 Configuring... LAW and SQL Server Tracking... Page Source, Size, and Color Reporting Viewing Reports Case Summary... Report 51 Deduplication... Reports 53 ED Loader Session... Report 55 Exception Report Files By Type... Report 60 Files By Type... Summary Report 62 Folder Summary... Report 63 Page Properties... Report 65 Tally Report Using Grids for... Reporting 68 Chapter 4 Reference Information 71 1 Languages License... Matrix 73 3 Field... Descriptions 79 4 Unicode... Support Keyboard... Shortcuts Contacting... LexisNexis 107 Chapter 5 Glossary LexisNexis. All rights reserved. 3

4 4 LAW PreDiscovery Index LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

5 Administrating LAW PreDiscovery User Guide About LAW PreDiscovery Chapter 1

6 6 LAW PreDiscovery About LAW PreDiscovery LexisNexis LAW PreDiscovery helps legal professionals and their service providers meet the increasing demands in the discovery of printed and electronic documents. By integrating production-level scanning with robust e-discovery and data processing features, LAW PreDiscovery is optimized to enable scalable execution of even the largest discovery projects, from running multiple computers to batch scan boxes of paper documents to importing millions of s and attachments from mail stores, to full text indexing, querying, and exporting to many other popular litigation support applications. In practice, LAW PreDiscovery supports these key discovery processes: Prefilter large document sets The Early Data Analyzer module is a standalone prefiltering module available with the LAW PreDiscovery 6.0 suite. Use it to implement high volume electronic discovery productions. Early Data Analyzer indexes, filters, and produces export sets. Culled documents are passed directly to LAW for full expansion and production. Creating and managing cases LAW PreDiscovery centers all activities, including data collection, processing, and export on the case. Each case corresponds to a database file, which tracks all source files and production files, including graphics and text. In the process of creating a new case, you select a database engine, create and name the database file, establish a folder structure for documents, and define any additional database fields you will need later for coding. Optionally, to simplify future case creation, you can create case templates that specify pre-defined options. Acquiring documents In this step you may do any of the following activities that bring documents into the case: Import electronic discovery using ED Loader to extract text and to record document metadata in the case database. Scan paper documents to electronic format. Import items and metadata from existing cases and load files. Import existing TIFFs or other kinds of image files. Assign custodians at the batch or source level. Code documents with data fields. Performing quality control The exact nature and timing of quality control activities vary greatly, depending on the type and quality of source documents. Quality control typically involves multiple activities spread throughout the discovery project: Error correction, for example: reviewing and fixing processing errors, keeping detailed logs of warning and other error conditions, and alerting you to suspected file extensions LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

7 About LAW PreDiscovery 7 Tag documents that contain specific text or metadata attributes for the purpose of narrowing consideration to pertinent documents or pages. Deduplicate files that were imported during electronic discovery. Fix problems with TIFF files using built-in image cleanup tools. Batch processing Batch processing functionality helps to automate various processor-intensive jobs, including: document numbering, image cleanup, endorsing, conversion to TIFF or PDF, printing, and optical character recognition (OCR). LAW PreDiscovery lets you take batch processing to a new level by combining the processing power of multiple computers to join distributed batch processing of large jobs. Exporting LAW PreDiscovery provides a wide range of options for exporting to litigation support applications in a variety of standard formats, including: native files, images, coded data, and OCR text. For information on LAW PreDiscovery and other litigation support products by LexisNexis, please visit the LexisNexis PreDiscovery website LexisNexis. All rights reserved.

8 Administrating LAW PreDiscovery User Guide What's New in LAW PreDiscovery Chapter 2

9 What's New in LAW PreDiscovery 9 What's New in LAW PreDiscovery LAW PreDiscovery and Early Data Analyzer introduce the following features and product enhancements: LAW PreDiscovery Annotations The HasAnnotations field is now included with all new cases and will be added to existing cases the first time they are opened. The HasAnnotations field indicates whether annotations have been applied to a document within the application. It will not be set for images imported into the application (either via load file or the ED Loader module). For more information about the HasAnnotations field, see: Field Descriptions. Batch Processing Now all Adobe Acrobat PDF files, normal, image-only, and image+text formats, can be endorsed in LAW PreDiscovery. The endorse process will convert any searchable PDF file to an image-only PDF file. To make a PDF file searchable again, after endorsing the file, perform OCR on the file. For more information about endorsing files, see: Endorsing Headers and Footers and Applying Watermarks. Dictionary The dictionary for a full text index can now be exported to a CSV file from the Fulltext Dictionary dialog. For more information, see: Full Text Searching. ED Loader The Enable Compound Document Extraction check box was removed from the Compound Documents options on the Settings tab of the Electronic Discovery Loader dialog. Three new compound document extraction options are included: Disable compound document extraction. Disables all compound document extraction during the import. Enable compound document extraction on all supported file types. All embedded files (attachments) to e-docs (does not include s) will be extracted. Restrict compound document extraction to PDF portfolios. Embedded files will only be extracted from PDF portfolios. Special handling is now given to PDF portfolios if either of the latter two settings are used. If compound document extraction is enabled in either case, PDF portfolios will be discarded if at least one file can be extracted. Because a PDF portfolio functions as a 2015 LexisNexis. All rights reserved.

10 10 LAW PreDiscovery document wrapper (more like an archive than a file), the portfolio itself is not required after the files have been extracted. This also allows documents within the portfolio to retain the proper parent/attachments relationships once extracted. For more information, see: Compound Documents. Added support for 7Zip.7z archives. For more information about importing electronic document archives, see: Archives. Exports Placeholder text files can now be included in exports for documents that do not contain any text content. If the Include Full Text check box is selected on the Formats/Documents tab in the Export Utility and the export includes documents that do not contain text content, the specified placeholder text file will be copied for these documents. The placeholder text file can be specified from the Text Options dialog. For more information, see: Formats/Documents Tab. Current Issues RSS Feed You can subscribe to an RSS feed that announces updates to current issues for LAW PreDiscovery and Early Data Analyzer. The URL for the RSS Feed is: LAW_EDA_Current_Issues.xml For more information on how to setup an RSS subscription via Outlook 2010, see: Release Notes. Imports Individual files from a mail store or archive file can now be imported from Early Data Analyzer into LAW PreDiscovery. Files imported from a mail store or archive file are imported into ED Loader as top-level documents, and will reference the parent mail store or archive file and individual file name in the file name generated by the import. For example, Zip.zip?subfolder\file-in-zip.txt. When an individual file from a mail store or archive file is imported into LAW from Early Data Analyzer, the _DocCat field is populated with "Archive Item" for the file, and all tags and OCR content associated with the file is also imported. For more information, see: Exporting in Early Data Analyzer. Embedded mail stores, such as a Microsoft Outlook PST file within a WinZip ZIP file, can now be imported from Early Data Analyzer into LAW PreDiscovery. For more information, see: Importing Files. Licensing 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

11 What's New in LAW PreDiscovery 11 The Electronic Discovery:TIFF license is renamed to Electronic Discovery:TIFF/PDF, and now includes permissions for converting native files to PDF files individually and in batches using the TIFF/PDF Conversion. For more information, see: License Types and Converting Documents to PDF. Moving Pages Pages within serialized or multipage documents can now be moved using the new Move Page(s) dialog box. The Move Page(s) dialog box can be opened from the new Move Page(s) menu selection on the Edit menu, or by right-clicking a page thumbnail on the Image tab and clicking Move Page(s). The Move Page(s) dialog box allows you to select the pages you want to move, select a new insertion point within the document, and then choose whether to move the pages before or after the insertion point. For more information, see: Moving Documents and Pages. OCR The Romanian and Romanian (Moldavia) languages are now supported for the ABBYY OCR engine. If additional languages are required, an updated ABBYY installer containing all available languages is available for download at ABBYYEngine91.exe. For more information about ABBYY FineReader and languages, see: OCR Options. Scanning A Scan Toolbar is now available to improve the efficiency of scan operations. The Scan Toolbar provides quick access to all scan-related functions and settings. The Scan Toolbar also allows you to create scan profiles that can be used to quickly change between predefined settings for different document types, for example: color photos, duplex documents, and single-sided black & white documents. For more information, see: Using the Scan Toolbar. TIFF/PDF Conversions and E-printing Native files can now be directly converted to PDF files by printing to the easypdf SDK 7 print driver. PDF files created in this manner will be searchable if the native file is textbased, for example: Microsoft Word, Excel, etc. When a searchable PDF file is endorsed, the endorsed PDF will be converted to an image-only PDF file. If endorsements are required on PDF files, the recommended workflow is to convert to TIFF, endorse, and then OCR to PDF. For more information see: Converting Documents to PDF and Output Settings for E-Print, TIFF and PDF Conversion.` Text-based PDF files can now be converted or printed using the Image Printer as the source application LexisNexis. All rights reserved.

12 12 LAW PreDiscovery For more information, see: Image Printer and Supported File Types. Adobe Acrobat PDF files can now be converted to TIFF files using Adobe Acrobat Reader version X. For more information, see: Converting Documents to TIFF and Output Settings for E- Print, TIFF and PDF Conversion. Early Data Analyzer Exports The Exclude column is now added to the Documents tagged with table. The Exclude column allows documents to be excluded from an export by tag assignment, such as for privileged documents or excluding individual documents from a mail store or archive file. The Target LAW Case list can now be unlocked to allow an export set to be sent to multiple LAW PreDiscovery cases. Early Data Analyzer now runs any searches related to the export that are out-of-date before generating the export set for a case. Implemented 64-bit export agents for 64-bit operating systems to support better performance and prevent memory errors while exporting large amounts of data. For more information about exporting, see: Exporting. Filters The renamed File Hash Filter now contains the NIST Items filter and the newly added Custom File Hash Items filter. With the Custom File Hash Items filter, you can create or import a custom list of SHA-1 hash values to extend filtering to files that are not already included in the NIST database. You can export the list for use in other cases. For more information, see: Filtering. Imports Early Data Analyzer now supports 7Zip.7z archive files. For more information about importing, see: Importing. Indexing The Index Management dialog box has been added to the Search tab for managing case indexes and for compacting and rebuilding selected indexes. To access the Index Management dialog box, on the Search tab, click the Index Management button. For more information, see: Managing Indexes LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

13 What's New in LAW PreDiscovery 13 OCR Early Data Analyzer now supports performing OCR on image-only Adobe Acrobat PDF files. Added the ability to retry OCR on documents. You can limit retries to specific document categories. For more information, see: Performing OCR. Navigation Improved navigation performance between tabs in Early Data Analyzer by modifying the refresh rate for displaying selected tabs. Password Management The Passwords tab in the New Case Settings and Edit Case Settings dialog boxes now supports passwords for password-protected Microsoft Word DOC and DOCX and Microsoft Excel XLS and XLSX files. Now when the password for a password-protected DOC, DOCX, XLS, or XLSX file in a case is added to the Passwords tab, the document content will be visible in the content viewer in Early Data Analyzer. For more information, see: Cases in Early Data Analyzer. Reports The User Audit Log is added to the Reports tab. The User Audit Log is a tab-delimited textbased log file containing a list of qualified actions performed by users in the case. For more information, see Creating Reports. Searching Running searches are now performed in the service, which allows saved searches to run without locking the application. Implemented 64-bit search agents for 64-bit operating systems to support better performance and prevent memory errors while running numerous complex searches simultaneously. Index Management button and dialog box now added to the Search tab. For more information, see: Managing Indexes. Two new fields, MessageClass and Source, are added to the Guided Search tab. For more information, see: Running Searches. For more information, see: About Searching. Status Toolbar Index Status has been added to the status toolbar next to Work Status at the bottom of the Early Data Analyzer window. The Index Status indicates whether the case files are being indexed (Indexing), compacted (Compacting), reindexed (ReIndexing), or there are no index 2015 LexisNexis. All rights reserved.

14 14 LAW PreDiscovery processes running and the index is ready for processing (Ready). For more information about the status toolbar, see Cases in Early Data Analyzer. For more information on this release and on previous releases of LAW PreDiscovery, see: Release Notes LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

15 Administrating LAW PreDiscovery User Guide Administrating LAW PreDiscovery Chapter 3

16 16 LAW PreDiscovery Administrating LAW PreDiscovery LAW PreDiscovery supports many core administrative functions. In this section Compacting the Database Describes a rationale and provides procedures for compacting the case database. Reviewing Errors Provides instructions for using the Log Viewer to review errors and warnings that may occur during various operations. Reorganizing Documents Provides procedures for using range files to help reorganize documents. Scanning for Errors Describes procedures for scanning the case database for errors. Validating Document Ranges Describes the process of validating document ranges and describes methods of validation. Extracting Subsets Provides procedures for extracting data and images from one folder to a selected output folder. Run Commands Explains how to access the command prompt directly from LAW PreDiscovery for the purpose of starting external programs or running scripts. Full Text Indexing Explains what is required in order to do full-text indexing. Configuring LAW and SQL Server Describes installation and configuration options for SQL Server that enable it to work with LAW PreDiscovery. Tracking Page Source, Size, and Color Provides procedures to gather statistics on page source, size and color. Reporting Provides a detailed listing of the reports available to you LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

17 Administrating LAW PreDiscovery 17 Compacting the Database Compacting should be done on a weekly basis at a minimum. However, if multiple users are performing extensive coding and scanning in a case, consider compacting the database daily. Reasons to compact a database Compacting databases is an essential part of database maintenance. Compacting the database can provide the following benefits: Consolidate unused disk space. Rebuild indexes. Decrease the size of the database. Increase performance. Reduce the incidence of failed database operations. Reduce problems related to network latency associated with running queries on very large databases. Database files tend to increases in size as information is added and removed. The space used by records is not reclaimed when records are deleted, causing the size of the database to grow over time. This unused space is removed during the compact operation, reducing the size of the database. The size of the database before and after the compact operation will be reported, so users can see how much space was recovered (Access only). To compact the current database On the File menu, click Administration, and then click Compact Database. The Compact Database feature is not supported for SQL Server-based cases LexisNexis. All rights reserved.

18 18 LAW PreDiscovery Related Topics Configuring LAW and SQL Server Reviewing Errors You can use the Log Viewer to review errors and warnings that may occur during these operations: Importing Exporting Batch Processing Reorganizing Scanning Deduplication Page Count Extraction To start Log Viewer You can start the Log Viewer in either of the following ways: Or After processing the operation, if errors or warning conditions occurred, you are prompted to view the Log Viewer. You may choose to open the viewer at this time. 1. From the main window, on the Tools menu, click Log Viewer. The Open Error Log dialog box appears LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

19 Administrating LAW PreDiscovery Do one of the following: In the All Logs tab, select a log to open. Click a different tab and then select a log. 3. Click Open. The Log Viewer dialog box appears. The table lists fields is log files and the title bar shows the filename of the error log. Error logs for most processes are stored in <case root>\$logs in *.csv format. Tagging records for review You can apply a Tag (Boolean) value to records shown in the Log Viewer. This action can be useful for creating custom reports, reviews, and selecting items for further processing, etc. 1. Create a Tag (Boolean) field. For more information on creating tag fields, see Creating Tag Fields. 2. On the Tools menu, click Log Viewer LexisNexis. All rights reserved.

20 20 LAW PreDiscovery 3. Select the tag field you created in the previous step. 4. Click the Tag All Records button. 5. Select the desired records and then click the Tag Selected Records button. Tagged records will appear checked in the grid displays and set to <Yes> in the Index display. Tag values cannot be toggled using this feature. Related Topics Viewing Reports Batch Processing Overview Creating Tag Fields Reorganizing Documents You can reorganize your documents based on the ranges specified in a selected range file. Note the following facts when considering when to reorganize documents: The best time to run the reorganize documents function is prior to OCR operations. The reorganize function is capable of reorganizing text extracted from documents by OCR. However, information not associated with the leading document for a range will be discarded. If an error does occur you might see a message stating that the image and OCR text are not synchronized. In such cases, the reorganize process will stop and the OCR data will have to be removed or corrected for the image. This issue can occur any time the OCR process stops before it completes. For example, the issue could result if the OCR engine crashes, if you attempt to insert new pages into a document after the OCR process ends, or if you try to merge documents with incomplete OCR. To reorganize documents 1. Click File, click Administration, and then click Reorganize Documents LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

21 Administrating LAW PreDiscovery Select a range file. A range file is a comma-delimited text file consisting of two fields: BegDoc# and EndDoc#. LAW PreDiscovery will begin rebuilding documents based on the specified ranges. Related Topics OCR Overview Scanning for Errors As cases increase in size, you will want to detect and eliminate certain types of problems in the database. The Scan For Errors feature provides a means to automatically search the database 2015 LexisNexis. All rights reserved.

22 22 LAW PreDiscovery for some common problems. Note the following facts about the Scan For Errors feature: Errors that are detected are logged in a file named scandb.log that is kept in the temp folder (%temp%\law50\log). When the scan is complete, if errors were found LAW PreDiscovery will present the option to view the log file. To scan for errors 1. On the File menu, click Administration, and then click Scan For Errors. 2. Select options to customize the scan and then click Begin. Options to customize the scan are described in the following table: Option All Documents Current Folder Include subfolders Ignore Native Documents When you want to Scan all documents for errors. Scan only documents in the current folder for errors. Scan documents in all folders within the current folder for errors. Prevent native documents (records without images) from being repeatedly scanned and logged as errors LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

23 Administrating LAW PreDiscovery 23 Find invalid records (missing images) Verify that each record in the database has a corresponding image. Remove if found Remove invalid records. This option is useful if you have used Windows or some other program outside of LAW to delete or move files. These actions could cause LAW to contain records that do not point to valid images. These extra records can affect processing and summary functions, so users should remove them. Find blank/missing Page IDs Find documents with pages that have blank or empty Page ID entries. Whether intentional or simply operator errors, certain export formats require non-blank Page ID entries for renaming or linking purposes. This option provides a way to find the documents with blank entries so users can take the appropriate measures to correct them. To add page IDs to pages that have blank or empty Page ID entries after they are found: 1. Open the standalone grid display. 2. On the Query menu, click Blank Page IDs. A 'missing' Page ID is defined as being a document record with an incorrect number of page-level records. Since each document should have the same number of page-level records as the document's page count, this check ensures (for example) that a 5- page document has exactly 5 records in LAW's page table. If any missing page records are found, LAW will automatically sequentially number the PageID values of the missing page level records if Auto-number missing pages is selected. Find gaps in Page IDs Find gaps or breaks in the numbering sequence. Pages in a case are typically numbered sequentially. Sometimes, however, there may be breaks in the numbering sequence. This option allows users to find these breaks to ensure that all pages are accounted for and to confirm these breaks, if any, are intentional and correspond to the original documents. Remove duplicate/ orphan page records Fix duplicate page records or records that consist of orphan pages. Duplicate page records can result when a document contains two "page 3's" for example. Since there can only be one 'page 3', this record is safe to remove. Duplicate records can be detected while numbering a range of documents as it causes a duplicate PageID to be detected during this process. An orphan page record is a page level record that no longer belongs to an existing document. This may have occurred after a document was deleted, but a failure occurred deleting the page records for the deleted document. These records are also safe to remove from the database LexisNexis. All rights reserved.

24 24 LAW PreDiscovery Verify Page Counts Validate the page count of every image in the case that has a record. LAW PreDiscovery opens every image and compares the actual page count with the page count stored in the database. If the page count in the database is incorrect, it is updated, provided the Correct invalid database page counts option is selected. Because every image has to be opened, this option can be very time consuming for large cases. However, this option has several benefits. First of all, it ensures that the total page count displayed in the Case Summary is accurate for billing purposes. Second, by opening every image file, it ensures that none of the images have become corrupted (if they are, it will be logged). Third, it ensures that there are no excess Page ID entries (entries for pages greater than the actual page count) that can affect the export process. Related Topics Importing Electronic Discovery Launching the Grids Validating Document Ranges The process of validating document ranges is composed of the following steps: 1. Before scanning, inspect the documents to determine document breaks. 2. Create a range file that describes document breaks. A range file is a delimited text file with two fields, BegDoc# and EndDoc#. 3. Use the Validate Ranges function and reorganize document as necessary using the Reorganize Documents function. 4. After the scan process check that document breaks were applied correctly. If errors are found after scanning, you can manually correct document breaks by using a combination of the Merge Documents and Split Documents functions. To validate ranges 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

25 Administrating LAW PreDiscovery On the File menu, click Administration, and then click Validate Ranges. 2. Enter the path to a range file. A range file is a comma-delimited text file that consists of two fields: BegDoc# and EndDoc#. After a range file is identified, documents are compared against the range file in two passes. The first pass ensures that all pages fall within the specified ranges. This pass is only useful if the documents and ranges are numbered sequentially with few or no gaps. Otherwise, LAW may report an excessive amount of errors. Any pages that do not fall within one of the specified ranges will be reported in the error log. The second pass validates all of the specified ranges against the documents in the case. Any ranges that are not found is reported. 3. To display the error log, click Yes. Related Topics Merge Documents Split Documents Reorganize Documents 2015 LexisNexis. All rights reserved.

26 26 LAW PreDiscovery Extracting Subsets This feature extracts data and images of the current folder to a selected output folder. This feature has been designed to be useful for creating partial backups and re-importing. Not all indexes and field properties are retained, so the output is not suitable for a standalone working case. To extract subsets On the Folder menu, click Extract as Subset. This function works with either ADS or Access databases and always produces a project.mdb file. This feature is not supported with SQL Server cases. Related Topics Export Utility Overview Launching the Grids Run Commands This topic covers integration of LAW PreDiscovery with custom applications and scripts. This topic assumes you have intermediate to advanced programming skills. LexisNexis assumes no responsibility for any damage done when you the LAW PreDiscovery run command to start external applications, scripts, commands or other active content. LAW allows you to run executable files, commands, and scripts on LAW cases. Note the following facts when you run external commands from within LAW: The connection string to the current database is passed to the executable or script. Only programs located within the <AppPath>\Commands folder can be executed from within LAW. If the external program contains a file description, this value will be used in the menu name. If no file description is found, the menu name is populated by the filename without the extension. For a listing of index fields existing in LAW for both ED and non-ed-enabled cases, please 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

27 Administrating LAW PreDiscovery 27 see the Field Descriptions topic. To run an external command Click Tools, and then click Run Command. Create a connection string using code The following code creates a connection string using Visual Basic. The VBA.Command property will return the connection strings for both an Access database and an ADS database. Dim cnn as New ADODB.Connection Dim rs1 as New ADODB.Recordset Dim rs2 as New ADODB.Recordset cnn.open VBA.Command rs1.open "tbldoc", cnn, adopenkeyset rs2.open "tblpage", cnn, adopenkeyset Command example The following example command populates RecordType values in a LAW case. This command is useful when you want to work with RecordType data without having to export first. This command is intended only to be used with LAW cases that are enabled for electronic discovery. Populate RecordType Values In this command, <RecordType> represents the field available only in the export utility. This field is used to classify exported records as e-docs, , etc. The command can be used to populate this field within the LAW case database thereby Using the RecordType command The following procedure describes how to use a command to populate RecordType values in a LAW case: 1. Create an index field to store the values. Note the following requirements for the field: The field type must be restricted to Text or Memo. You can name the index field anything you like as long as the field is applicable at the document-level. 2. Click Tools, click Run Command, and then click Populate RecordType Values. 3. Type the name of the target field and then click Begin. The possible values for target field are: LOOSE ATTACHMENT ATTACHMENT E-DOC ATTACHMENT 2015 LexisNexis. All rights reserved.

28 28 LAW PreDiscovery LOOSE E-DOC IMAGE ATTACHMENT IMAGE 4. When the process has completed, a Success message box indicates the number of records successfully updated. Related Topics Administration Full-text Indexing To perform full-text searches, the text for the records must first be indexed. The following indexing capabilities are offered by LAW PreDiscovery: Allow automatic indexing occur after you: Use ED Loader to create new records. Import a case. Import raw images if the new record has associated text. Create scanned images and then OCR them. Manually start the indexing process as necessary. You can reindex documents, for example when you import a load file that contains records with text; or after you add text to previously indexed documents, as when you perform OCR or TIFF/PDF conversion after import. You can also disable automatic indexing as a post import action in ED Loader. To configure indexing options Before you perform any action that involves indexing, consider configuring indexing options. Indexing options provide you with control over how certain words, punctuation, and other text elements are handled during indexing. Auto-indexing can also be enabled from this form. 1. On the Tools menu, click Options LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

29 Administrating LAW PreDiscovery Click the Indexing tab. The Indexing tab appears. 3. Set general options as needed: Accent-sensitive - The indexer will take accents into account in indexing words with this option enabled. For most users this is not recommended because this option increases the chance of missing the retrieval of a document if an accent was omitted in one letter. Automatically recognize dates, addresses, and credit card numbers - Enable this option to have the indexer scan for anything that looks like a date, address, or credit card number during indexing. Case-sensitive - The indexer will take capitalization into account in indexing words when this option is enabled. In a case-sensitive index, "CREDIT", "Credit", and "credit" would be three different words. This option can be useful, for example, when you are searching for a term, such as a capitalized name that can be confused with a common non-capitalized word. Ignore duplicate documents during indexing - When enabled prior to indexing, LAW will not index any duplicate records in the case. Duplicate records have a DupStatus of either G or C. The "parent" duplicate, DupStatus=P, is also included. Enabling this 2015 LexisNexis. All rights reserved.

30 30 LAW PreDiscovery option can help to increase performance of indexing, searching, and review because only text from unique files is added to the index. Insert word breaks between Chinese, Japanese, and Korean characters - Check this box if you plan to search Chinese, Japanese, or Korean documents that do not contain word breaks. Some Chinese, Japanese, and Korean text does not include word breaks. Instead, the text appears as lines of characters with no spaces between the words. Because there are no spaces separating the words on each line, the indexer sees each line of text as a single long word. To make this type of text searchable, enable automatic insertion of word breaks around Chinese, Japanese, and Korean characters so each character will be treated as single word. Run index process in background until canceled (auto-index mode) - When enabled, the indexing process will run in the background, referred to as auto-indexing. When running the indexer in this mode, the indexer will continue to poll the database for new documents to index until it is canceled. This allows the indexing of documents during the import process, so that when an ED loader session is complete, the documents are indexed and ready to be searched. Clicking the Hide button will minimize the Auto-Indexer Status dialog to the notification area. To restore, right-click the icon in the notification area and choose Restore. A count of total documents indexed will appear when resting the mouse pointer over the icon. The auto-indexer cannot be restored from the notification area when certain forms are displayed, such as Batch Processing and the Query Builder. Auto-start indexing prior to electronic discovery imports - Enable this option to ensure auto-indexing is enabled prior to ED Loader imports. The option is useful in the event the auto-indexing option is inadvertently left disabled. Use local folder for temporary files during indexing - During indexing, the dtsearch Engine may need to create temporary files to store word lists that are too large to fit into memory. By default, these files will be placed in the index folder. Use this setting to instruct the indexer to use the local user s temporary folder for these files. The indexer will automatically delete the word list files when the index update completes. This is the recommended setting for cases on network drives, NAS, or SAN devices. 4. Set options for handling hyphens in terms as needed: Treat hyphens as spaces - This is the default method of handling hyphens for indexing. For example, "first-class" would be treated as "first class." Treat hyphens as searchable - Hyphens are treated as searchable text. For example, "first-class" would be indexed as "first-class." Ignore hyphens - Hyphens are ignored during indexing. For example, "first-class" would be indexed as "firstclass." All three - Applies all of the above options to allow multiple ways of finding text. 5. If necessary, change the priority of the type of text to index. For more information, see the next section in this topic, To change the text priority order. 6. Click OK. If index options are changed after the case has already been indexed, the case will need to be reindexed in order for the changes to be applied. To change the order of text priority 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

31 Administrating LAW PreDiscovery 31 Records in LAW can have up to three types of text: text extracted from document by optical character recognition (OCR), printed text, and text extracted from electronic documents. Only one type of text for each record can be included in the index at any given time. The default priority is: 1. OCR 2. Printed 3. Extracted Note the following facts that apply to text priority: If the default values are used, OCR text will be indexed. If OCR does not exist for a document, then printed text is used. If no OCR or printed text is available, extracted text is indexed. The sequence of priority can be changed as needed. For positions 2 and 3, you can select <None> to remove alternate text types from consideration for indexing. To change text priority order 1. On the Tools menu, click Options. 2. Click the Indexing tab. 3. Click the Configure button. The Configure Text Priority dialog box appears. 4. Choose the desired text types for options 1, 2, and 3. For example, to include only a particular type in the index, such as Extracted, choose 2015 LexisNexis. All rights reserved.

32 32 LAW PreDiscovery Extracted for Option 1, and then choose <None> for options 2 and 3. If the above index options are changed after the case has already been indexed, the case will need to be reindexed in order for the changes to be applied. To flag documents and reset flags for indexing Documents must be in a "flagged" state in order to be included in the indexing process. A document that is flagged for indexing means that it will be indexed when you run the indexing process manually. The steps required to flag or reset flags on documents depend on whether you are setting this on an OCR operation, a TIFF/PDF conversion, or whether flagging or reset will occur on one folder or a set of folders. To set the option to reset text index status for OCR 1. From the main window, on the Tools menu, click Options, and then click the OCR tab. 2. The OCR Options dialog appears LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

33 Administrating LAW PreDiscovery Select [OCR] Reset text index status to reset text index status for OCR processing of individual records or batches of records. Clearing this option will prevent LAW from re-flagging the document for indexing after the OCR process is performed. This means the OCR text for affected records will not be searchable in LAW. To set the option to reset text index status for TIFF conversion 1. From the main window, on the Tools menu, click Batch Process. 2. In the Batch Process dialog, on the Options menu, click TIFF/PDF Output. 3. The TIFF/PDF Conversion Options dialog appears LexisNexis. All rights reserved.

34 34 LAW PreDiscovery Do one of the following: Or Select [TIFF Conversion] Reset text index status to reset the status and allow indexing to occur again. Clear [TIFF Conversion] Reset text index status to prevent LAW PreDiscovery from re-flagging the document for indexing after the TIFF conversion and printed text is created. This means the printed text for affected records will not be searchable in LAW. To manually flag documents for indexing In certain situations, one or more documents may need to be manually flagged for indexing. For example, if the OCR text for a document was deemed unusable and deleted outside of 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

35 Administrating LAW PreDiscovery 35 LAW, the document could be manually re-flagged for indexing so the printed text for that document would be indexed instead. To reset the text index flags for documents in one folder 1. In the main form, select the documents in the document list. 2. On the Edit menu, click Reset Fulltext Flags, and then select ON. To remove the flag, choose OFF instead. To reset all documents or documents that span folders 1. From the main form, click click Tools and then click Display All Records. The standalone grid opens. 2. In the standalone grid, on the Tools menu, click Reset Fulltext Flags, and then click ON to enable records to be reindexed, or OFF to prevent records from being reindexed. The full text index flags for all documents in the current record set are set to ON or OFF. For more information about the text flag values stored in this field, see the _FTIndex field values section in this topic. After the desired documents have been flagged, they can be indexed. 3. In the main form, on the Tools menu, click Fulltext Index and then click Index New Documents. To enable automatic background indexing An auto-indexing feature is available for indexing text as a background process, allowing text to be indexed as records are being imported rather than waiting for an EDD import to complete. 1. On the Tools menu, click Options and then click Indexing. 2. Set options as needed. When records with associated text are imported via the LAW case import, LAW will prompt to index once the import has been completed. To index new documents after ED Import If the indexing is not performed immediately after the ED import, it may be performed at any time thereafter. On the Tools menu, click Fulltext Index, and then click Index New Documents LexisNexis. All rights reserved.

36 36 LAW PreDiscovery This feature will index any records that are "flagged" to be indexed. To reindex all documents A case can be reindexed if needed. From the Tools menu, click Fulltext Index, and then click Re-Index All Documents. This feature is useful in the event an indexing option needs to be changed or the index has somehow become corrupt. _FTIndex field values The _FTIndex system field is automatically created when a case is ED-enabled. It holds a numeric code that represents the status for the indexing process. The possible values for this field are: 0: No text is available for indexing. 1: The record has text that is ready for indexing. 2: The record was flagged again for indexing but has not yet been reindexed. 3: The record text is indexed. To access full-text index properties 1. On the Tools menu, click Search Records. The Query Builder starts. 2. Select Full text search. 3. Click Options, and then click Index Properties. The Full Text Index Properties dialog box appears. This screen provides details about the full text index for the current LAW case, such as size and the number of indexed documents LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

37 Administrating LAW PreDiscovery Select options as needed: Purge Duplicates - This function removes all records that were flagged as duplicate records in LAW (DupStatus=G or C) from the full text index. This feature will first scan the case and then return the duplicate count in a message box. Click Yes to remove the duplicates from the index or click No to cancel. To prevent these records from being included prior to indexing, use the Ignore duplicate documents during indexing option. Compress Index - Compressing the index removes obsolete records from the index. Obsolete records may include documents that were deleted from the case or records that were removed from the index using the Purge Duplicates feature. These obsolete documents are not returned in searches. If the "ObsoleteCount" value in this dialog is greater than zero, use the Compress Index function. Verify Index - This function will check the full text index for problems or corruption. If any issues are discovered, an error will be returned after running the verify and the case will likely need to be reindexed. To configure ED Loader auto-indexing 1. In the main window, on the File menu, click Import and then click Electronic Discovery. 2. Click the Settings tab and then select Post Import Actions. 3. Select or de-select Perform full-text indexing as necessary. If the Perform full-text indexing option is enabled, after import you will be prompted to choose whether to index the text of the new documents. If the setting is disabled, import will complete without your having the option to perform full-text import LexisNexis. All rights reserved.

38 38 LAW PreDiscovery Related Topics Creating Tag Fields Full Text Searching Configuring LAW and SQL Server Please contact LexisNexis for instructions on configuring SQL Server Express. To enable support for SQL Server 1. On the Tools menu, click Options. 2. On the Preferences tab select Enable SQL Server/MSDE support. 3. Type the name of the SQL Server instance. (This is the computer name of server running SQL Server). The value is saved and must only be re-entered if the server name changes. By default, the option to select a database type is visible when you create a case. To disable the option, open any case in LAW. On the Tools menu, click Options, and then click the Preferences tab. Deselect the "Enable SQL Server/SQL Express Support" option. Creating SQL Server user account(s) There are two methods of specifying user accounts for use with SQL Server. You can use either of these methods to allow LAW access to the LAW cases stored on the server. Create a Global Default User for LAW PreDiscovery Create Individual Users with Integrated Security 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

39 Administrating LAW PreDiscovery 39 Use this method when using SQL Server for other applications in addition to LAW PreDiscovery. This option helps to prevent users of SQL Server from accessing and modifying any other existing databases. To create a generic global user account using this method: Setup a SQL Server user with create/ modify permissions. The user name and password must be: User: LAW_User Pwd: law32sql When using the default user, the security mode for SQL Server must be set to SQL Server and Windows or mixed-mode authentication. This method allows a user to create SQL Server cases without adding a special user to SQL Server as long as the current user has database create permissions on the specified SQL Server. Windows integrated security may be used when accessing/creating SQL Server cases. If using this method, each user must be setup on the SQL Server to allow access to the case. To enable this feature: Select the Use Windows NT integrated security option when specifying the database backend for newly created cases. Detailed setup example This section describes an example of a known, working setup of SQL Server 2008 Express edition (not R2) on a computer running Windows XP. Note the following about using SQL Server with LAW PreDiscovery: All testing has been performed internally using SQL Server 2000, but SQL Server 7 or higher should be supported. Please contact LexisNexis Technical Support for instructions on configuring your instance of SQL Server to run with LAW. The following listing provides sample values to use to setup a configuration of SQL Server 2008 Express with Tools (not R2) is suitable for testing new case production with LAW PreDiscovery. Use this as a starting point when discussing a production oriented SQL Server configuration with LAW PreDiscovery technical support. Installation Summary for SQL Server 2008 Express Installation Tasks Instance name: can use default -- SQLEXPRESS Features: Database Engine Services and Management Tools - Basic Account Name: NT AUTHORITY\ NETWORK SERVICE Password = leave blank (default) Database Engine Configuration dialog box: Mixed Mode (SQL Server authentication and Windows authentication) SQL Administrator password: select a password of your choice LexisNexis. All rights reserved.

40 40 LAW PreDiscovery User accounts: Add Current User. Or add at least one Windows login or domain user account. In SMSS Create a new login: Login name: LAW_User Authentication mode: SQL Server authentication. Password: law32sql Depending on the information security policies for your organization you may be able to disable these password settings: Enforce password expiration and Enforce password policy. Select Server Roles: enable dbcreator Installation Steps Step 1: Install Prerequisites 1. Install prerequisites as directed on Microsoft web site for the processor type and operating system of your computer. Prerequisites include:.net Framework 3.5 SP1 or.net Framework 4 Windows Installer 4.5 PowerShell After prerequisites are installed, restart the computer. Step 2: Install SQL Server 2008 Express with Tools SQL Server 2008 Express with Tools includes the Microsoft SQL Server Management Services console. 1. Download the installer file for SQL Server 2008 Express with Tools from the Microsoft website. 2. Run the installation file and then follow prompts to continue. 3. In SQL Server Installation Setup dialog box click Installation. 4. Click New SQL Server stand-alone installation or add features to an existing installation. 5. After installation files expand click OK. 6. In the Product Key dialog box click Next. 7. In the License Terms dialog box, click I accept, if you accept the terms and then click 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

41 Administrating LAW PreDiscovery 41 Next. 8. In the setup support dialog boxes, follow prompts to continue. 9. In Feature Selection, select both of the following: Database Engine Services Management Tools - Basic 10. Click Next. 11. In Instance Configuration, using the default SQLEXPRESS is recommended although it is optional to change the instance name. Also, you can change the installation directory or leave the default. 12. Click Next. 13. In the Disk Space Requirements dialog box, click Next, assuming you have requisite disk space. 14. In the Server Configuration dialog box, next to SQL Server Database Engine: In the Account Name field, select NT AUTHORITY\ NETWORK SERVICE. Leave the password blank. Next to the SQL Server Browser field, under Startup Type, select Automatic. 15. Click Next. 16. In Database Engine Configuration dialog box, select Mixed Mode (SQL Server authentication and Windows authentication). 17. In the Enter password and Confirm password fields, type the SQL administrator password you want to use. Recommended: write the password down in a secure location. 18. Under Specify SQL Server administrators, click Add Current User. Add other users as necessary, and then click Next. 19. In Error and Usage Reporting, select from options as needed and then click Next. 20. In Installation Rules, click Next. 21. In Ready to Install click Install. When Setup Progress Complete appears above the progress bar, click Next, and then click Close. 22. Close the SQL Server Installation Center. Step 3: Add SQL user account for LAW PreDiscovery 1. Start SQL Server Management Studio. This is located in the SQL Server program group. 2. Login to the new SQL Server instance. 3. Expand Security, right click Logins, and then click New User LexisNexis. All rights reserved.

42 42 LAW PreDiscovery 4. In Login name type LAW_User. 5. Select SQL Server authentication. 6. In the Password and Confirm password fields type law32sql. 7. Deselect Enforce password expiration and Enforce password policy. 8. In the left panel of the dialog box, click Select Server Roles and then select dbcreator. 9. Click OK. 10. Close Microsoft SQL Management Studio. Related Topics System Requirements Tracking Page Source, Size, and Color You can capture at the page-level the source, size, and color of scanned and imported images, and for images or PDF files created via TIFF/PDF Conversion within LAW PreDiscovery cases. This data is stored within the case database in the following page-level system fields: PageSource PageSize PageHeight PageWidth PageColor When pages are scanned into a case all of the fields are populated. Images acquired via raw image import or via load file receive only a PageSource value. Images and PDF files created in LAW PreDiscovery via TIFF/PDF Conversion or by singledocument TIFF or PDF conversion receive values for PageSource and PageColor. Images affected by the "Treat native TIFF/PDF as image for record (bypass conversion)" setting do not receive a PageColor value. Batch processing 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

43 Administrating LAW PreDiscovery 43 A batch process is available to populate this missing information for imported images and documents converted to TIFF or PDF files. For more information on how to create a report containing the page-level information, see Page Properties Report. Field names and values These are the five fields used to store page-level properties: PageSource PageSize PageHeight PageWidth PageColor Three of these fields are lookup fields and are listed differently within the database. Possible values contained in these fields are listed in the following table. The lookup field names as referenced in the database are shown in parentheses beside the field name displayed in the LAW interface. Also, the numeric values used in the database are listed in parentheses beside the textual value users will see in LAW. Field Lookup field names as referenced in the database Possible values (database numeric value) PageSource (SourceID) Feeder (1) Flatbed (2) Imported (3) TIFF/PDF Conversion (4) Manual TIFF/PDF Conversion (5) PageColor (ColorID) Black & White (1) Color (2) Grayscale (3) PageSize (PageSizeID) Letter (1) *8.5x11 Legal (2) *8.5x14 Double Letter (3) *11x17 Oversized (4) *Any pages outside the above 3 sizes PageWidth -- Varies (Example: 8.5) PageHeightVarie s -- (Example: 11) 2015 LexisNexis. All rights reserved.

44 44 LAW PreDiscovery To update page data You can use the Update Page batch process to populate the PageColor, PageSize, PageWidth, and PageHeight fields for any images in the selected record set missing this information. PageSource is not affected during this process because the source can only be captured at the time the image is acquired. As mentioned, imported images receive only a PageSource value and images or PDF files created by TIFF/PDF conversion only receive PageSource and PageColor values. This process is necessary to populate the remaining fields if this type of data is needed for a particular project. To start the Page Update batch process 1. From the main menu, click Tools and then click Batch Process. The Batch Processing dialog appears. 2. In the Batch Process dialog select Update Page Data and then click Begin. The batch process starts. To set page size tolerance 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

45 Administrating LAW PreDiscovery 45 A page size tolerance setting can be used to set a margin for the page size values. The default value of the tolerance is set to one-tenth (.1). Using the default value, for example, everything up to 8.6 x 11.1 is interpreted as 'Letter' size. This setting applies at the application level. To set page size tolerance 1. Use Windows Explorer to open the LAW PreDiscovery installation folder. By default the path is: C:\Program Files\Law50 2. Use Notepad or some other text editor to open the Law50.ini file. 3. Scroll to the [Settings] section. If one does not exist you can create the setting by typing [Settings] directly into the file. 4. Edit the [Settings] section as follows, substituting <value> for a whole number or decimal value: [Settings] PageSizeTolerance= <value> 5. Save the file. Related Topics Batch Processing Overview Reporting LAW PreDiscovery provides support for generating a number of predefined reports as well as ad hoc reports based on the results of a query. Predefined reports available for all cases include the Page Properties and Tally reports. In addition, if electronic discovery is enabled the following reports are available: ED Loader Session, Exception, and Deduplication or Inter-Case Deduplication reports. The type of deduplication used in a case determine which type of report will appear in the View Reports dialog box. For more information on deduplication reports, see the Files By Type and Files By Type Summary topics LexisNexis. All rights reserved.

46 46 LAW PreDiscovery In this section Viewing Reports Provides instruction for opening a report for viewing, configuring grouping of report data, adding a logo to the report, and generating report output as a PDF file or other format. Case Summary Report Provides instructions for creating a report of the status of current optical character recognition (OCR) operations. Deduplication Reports Provides instructions for creating a summary report or a detailed report of deduplication information for the current case. ED Loader Session Report Provides instructions for creating a summary of the records logged for each ED Loader Session imported into a case. Exception Report Provides instructions for creating a report of the records that were filtered or that received either errors or warnings during the ED Loader import process. Files By Type Report 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

47 Administrating LAW PreDiscovery 47 Provides instructions for creating a report that contains a list of native files associated with electronic discovery records. Files By Type Summary Report Provides instructions for creating a condensed version of the Files By Type report by providing native file counts and sizes per source application. Page Properties Report Provides instructions for creating a report that contains source, size, and color information at a page level for images in a case. Tally Report Provides instructions for creating a report that lists the unique values that may be present in a system field or in a user-defined field, followed by a count of the unique values. Using Grids for Reporting Discusses how to use the standalone grid to generate reports that apply to coding and to the results of queries. Also discusses the use of grids to create reports of the import results from ED Loader sessions. Viewing Reports After you open a report for viewing, you can configure grouping of report data, add your own logo to the report, and then generate an output as a PDF file or other format. To view a report You have several choices for accessing reports. 1. Do one of the following: In the main window, on the toolbar click the View Reports button:. Or On the File menu, click Administration, and then click View Reports. Or From a grid display, on the Tools menu, click View Reports. The View Reports dialog box appears LexisNexis. All rights reserved.

48 48 LAW PreDiscovery 2. Select a report, and then click View Report. If the View Reports dialog box is launched from a grid, or if a grid is active when the tool is launched, certain reports can be limited to the current record set loaded in the grid. To remove or restore grouping By default options to group reports are enabled in the View Reports dialog box. To remove grouping, in the options area click the Alphabetical button located above the options. The group headers, Global Settings and Options, will be removed. To restore group headers, click the Categorized button. To add a logo to reports Global settings apply to every type of report and when they are changed, the changes persist to the other reports as well. The Options located below the Global Settings are 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

49 Administrating LAW PreDiscovery 49 report-specific and therefore will change each time a new report is selected in the left panel. These options are discussed in the separate topics for each report (see the "Report Types" section below). 1. Open the View Reports dialog box. For more information see To view a report section in this topic. 2. Configure options for adding logos according to your needs by consulting the following table: Option Procedure Notes Display Custom Logo 1. Set this option to True. 2. Specify the path to the logo file in the Logo Filename setting. Enables (or disables) a custom logo. The logo appears on the first page of the report. Logo Filename 1. Click the ellipsis (...) button in the second column beside this setting. 2. Browse to the desired image file (.bmp,.jpg, or.gif), and then click Open. For the logo to appear, the Display Custom Logo setting must also be set to True. Logo Location The path to the image will appear in the field. Set the location to one of the following: Top Left Top Right Bottom Left Bottom Right Determines where logo is located on the first page of the report. To generate reports in PDF and other formats 1. On the File menu, click Administration, and then click View Reports. Or From a grid display, on the Tools menu, click View Reports. The View Reports dialog box appears. 2. Select a report, and then click View Report. 3. Click the View Report button. The report opens in the Report Preview screen LexisNexis. All rights reserved.

50 50 LAW PreDiscovery 4. Save the file using one of the file types provided in the Save as type drop down. If on your computer you have installed a print driver that can save print jobs to file, such as Adobe Acrobat, you can optionaly click Print, and then print the report to the print driver that generates PDF or other file output. Related Topics ED Loader Session Report Exception Report Files By Type Report Files By Type Summary Report 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

51 Administrating LAW PreDiscovery 51 Deduplication Reports Page Properties Report Tally Report Case Summary Report The Case Summary report provides a quick status of current optical character recognition (OCR) operations. This report is useful for answering basic questions related to billing and project status. The report lists these items: Number of documents. Total pages. Number of pages flagged for OCR. For more information, see Flagging Documents/Pages for OCR. Number of pages completed. This summary can be incorrect if invalid records or page counts exist in the database, both of which can be detected and/or corrected with the Scan for Errors functions. To create a Case Summary report 1. On the File menu, click Administration, and then click Case Summary. LAW prompts you to enter a date range for narrowing summary information LexisNexis. All rights reserved.

52 52 LAW PreDiscovery 2. Do one of the following: Or Click No to generate a report for all dates. Click Yes to specify a date range. Use the calendar controls to specify a start and end date. These dates apply to document creation dates. After you have selected a data range, click OK. Related Topics Working with Existing Cases Reorganizing Documents Launching the Grids Scanning for Errors 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

53 Administrating LAW PreDiscovery 53 Deduplication Reports The Deduplication report provides a summary and detailed view of deduplication information for the current case. If documents in the LAW PreDiscovery case were deduplicated using the ED Loader or LAW's internal Deduplication Utility or if the documents were not deduplicated at all, the "Deduplication Report" will be available in the View Reports dialog. If the case was last deduplicated using the external Inter-Case Deduplication utility, then the "Inter-Case Deduplication Report" will be displayed in the report list. This report includes the same information as the Deduplication report, but includes data from any cases the current case was deduplicated against. This report does not list the case name at the top since the information may apply to more than one case. Report options In addition to the Global Settings, the following options are available for the two deduplication reports: Display Custodian Details - When set to True, the report will contain a "Custodians" section. All custodians in the case will be listed here and a duplicate summary will be included for each custodian. Set this option to False to exclude the Custodians section from the report. Display Parent/Dup File List - When set to True, the report will contain a "Parent/ Duplicate File List" section which lists every parent and duplicate record (minus attachments) in the case(s), followed by duplicate totals. Group File List By - If the Parent/Duplicate File List is included in the report (see above option), the Group File List By option can be used to group the file list by parents or duplicate records. Report contents Two sections exist below the Summary header in the deduplication report: Process Summary and Duplicates. Process Summary In the Process Summary, the Total Records count represents the number of records in the current LAW case (and member cases if the report spans multiple cases). The Processed count represents the number of records that have been deduplicated, while the Unprocessed count represents the number of records that have not been deduplicated (DupStatus = Null or U). Files that are ineligible for deduplication (i.e. images imported via raw image import) will also be included in the Unprocessed count. Duplicates The Duplicates section lists the duplicates and file size totals. The Total Duplicates count is the total number of records that have been flagged as duplicates (DupStatus=G or C). The "Dup. (non-att.)" count is the number of records that are duplicates (DupStatus=G or C) and may or may not have attachments. The "Dup. Atts" count is the number of records that are duplicates (DupStatus=G or C) and are attachments. For example, an item containing 2015 LexisNexis. All rights reserved.

54 54 LAW PreDiscovery two attachments would be counted as 1 record for the Dup. (non-att.) section since it is the master duplicate of the family; then, the two attachments would be counted as 2 records for the Dup. Atts section since those records have received a duplicate status based on their parent record. The file sizes of the duplicate files in LAW are provided beside these totals in both MB and GB. If the Display Custodian Details option was set to True prior to creating the report, the Custodians section will appear below the Summary. The Custodians section contains the same information as the Summary, but is the section is sorted by Custodian name and the data is broken down for each custodian in the associated LAW case(s). In the above example, nine total records exist in the case with a Custodian field value of CustodianB and four of those records are duplicates (DupStatus=G or C). If the Display Parent/Dup File List option was set to True prior to creating the report, the Parent/Duplicate File List section will appear next. This section contains a file listing of duplicates and their associated parent records for the associated LAW case(s). This file list can be useful for listing and/or locating duplicate records for each original duplicate record in the case. Attachment records are not included in this list. For each record, the report displays the DocID, Custodian, Path (original), and the DupStatus value. In the above image, the shaded rows represent the parent records (DupStatus=P) and the duplicates are listed below their respective parent records. If the Group File List By option was set to Duplicates, the duplicate(s) would appear first, followed by the parent record. Below the file list, the report will display a total count of global duplicates (DupStatus=G) and a total count of custodianlevel duplicates (DupStatus=C). Related Topics ED Loader Session Report Exception Report Files By Type Report Files By Type Summary Report Deduplication Reports Page Properties Report Tally Report 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

55 Administrating LAW PreDiscovery 55 ED Loader Session Report The ED Loader Session Report provides a summary of the records logged for each ED Loader Session imported into a case. To create an ED Loader Session Report Anytime after you run an ED Loader session, you can create a pre-formatted session report, suitable for reporting or billing purposes. 1. From the main window, on the File menu, click Administration, and then click View Reports. The View Report dialog box appears. 2. Click ED Loader Session Report. 3. Configure settings and options for the report, as needed: 2015 LexisNexis. All rights reserved.

56 56 LAW PreDiscovery Setting/option Steps Add a custom logo to the report. 1. Click Display Custom Logo, and then select True. 2. Click Logo Filename field, and then click the selection button (...). 3. Browse to a bitmap file, JPG or GIF file, and then click Open. 4. Click Logo Location and then select: Top Right, Top Left, Bottom Right, or Bottom Left. Select sessions to include in the report. 1. Click Included Sessions field, and then click the selection button (...). 2. In the Select Sessions dialog box, select each session to include in the report and then click OK. Select a field by which to sort the report. Specify a sort order. Click Sort Field, and then select Date Created or Session Label. Click Sort Order, and then select Descending, Ascending, or None. 4. Click View Report. The Report Viewer opens with an ED Loader Session Report open for your review. 5. In the Select Summary Database dialog box, click a LAW PreDiscovery ED Summary file (*.EDSD) and then click Open. 6. Review the session report and view, print or save the report as needed. If you choose to save the report, the following formats are available: C1 Document (*.c1d) (default) 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

57 Administrating LAW PreDiscovery 57 Adobe PDF (*.pdf) OpenXml Excel (C1Report) (*.xlsx) Microsoft Excel (C1Report) (*.xls) Rich text (C1Report) (*.rtf) Open XML Word (*.docx) HTML (C1Report) (*.htm) Enhanced metafile (*.emf) Compressed metafile (C1Report) (*.emz) Tiff image (*.tiff) Png image (*.png) Jpeg image (*.jpg) Gif image (*.gif) Bmp image (*.bmp) Plain text (C1Report) (*.txt) Report contents The ED Loader Session Report consists of four primary sections: Header Section Session Summary Section Session Detail Section(s) Footer Section These sections are described as follows: Header Section: The Header Section contains the title of the report along with the name of the currently active case in LAW. If a logo image is specified to be displayed at the top of the report then the logo will appear in this section. Session Summary Section: The summary section consists of a summary of the data fields contained in each session detail section along with a total number of sessions specified in the report. Note: if only one session is selected for the report, the summary section will not be displayed. Session Detail Section(s): The session detail section contains the data specific to a certain ED Loader session imported into the current LAW PreDiscovery case. The name of the session assigned by the operator can be found in the grey bar at the top of each detail section followed by the session s ID and the created date of the session itself found in the tbledsessions.id table. A definition of each field can be found below: Status: The current state of the session. Possible field values include: Completed (nonrecoverable), Aborted (recoverable), Cancelled (recoverable), Not Completed (recoverable), Mid-Inventory (non-recoverable), and Never Started (recoverable, editable). Creator: Username of the operator who created the session followed by the 2015 LexisNexis. All rights reserved.

58 58 LAW PreDiscovery Workstation the operator used to create the session. Processed: Is the number of items in the inventory list that have been processed. Disc. Size: The discovered size consists of the total number of MB s ED Loader was required to process while analyzing each item in the inventory. This value includes the file sizes from items such as zips, embedded items, s, attachments, and other items that ED Loader may have processed during the analysis phase. Disc. Items: The total number of discoverable items found after processing the items listed in the inventory. Est. Time: ED Loader does not currently log the total amount of time spent importing a specific session so this calculation is an estimate based on the Created date field found in case s document table. The Created field consists of a time stamp of when the record was added to LAW. By finding the minimum and maximum created dates for the records in a specific ED Loader session, the estimated processing time can be calculated. Proc. Speed: Calculates the average speed using the total number of documents found in the LAW case for the ED Loader session divided by the estimated time calculation. This is also an estimated value since the total processing time is only an estimate. Session Contents Written to LAW: Displays the total number of records written to the LAW case for a specified session. This total will include duplicate records and/or records which qualify for a file type filter if the filter action is not set to Exclude. So if the record was written to the LAW case, it will be included in this total. Total Size: Displays the total file size of the records written to the LAW case. File Type List: Displays a total file count and file size of the records written to LAW with the following file types - E-Doc: Only E-Doc items and excludes attachments and archives. - Embedded: Only embedded items of parents that are E-Docs. - Archive: Only archive items that are not mail attachment items. - Archive Attachments: Only archive items that belong to archives that are not mail attachment items. - Only mail items by excluding E-Docs and embedded files. Includes native MSG and EML files. - Attachments: Only mail attachment items whose parents are not E-Docs. Encludes embedded items if the parent is an . Errors/Warnings: - Processing Errors: Counts the number of processing errors occurred in the current session. - Commit Errors: Counts the number of database write errors occurred in the session. - Warnings: Counts the number of warnings logged for the session. - Incomplete: The number of records logged where the inventory status is either Unprocessed or Processing. Filters: - Conditionally Excluded: Number of records which were excluded because of being a mail store item or an empty (0 bytes) file. - File Type Filter: Number of records found to match the specified file type filter. These records will be included in the total records written to LAW if the filter action is enabled to log the record. - Suspect: Displays the number of records which appear to have suspect extensions. - Duplicates: Counts the number of records found to be duplicates. The duplicate 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

59 Administrating LAW PreDiscovery 59 Action must be set to log the records for these items to be included in the Written to LAW calculation. - DeNist (NIST Filter): The total number of records not written to LAW because of an exclusion caused by the NIST Filter. Footer Section: The footer section is used to display a logo image if the bottom of the report location is specified. Also, the printed date and page count of the report exists in this section. Related Topics Viewing Reports Exception Report Files By Type Report Files By Type Summary Report Deduplication Reports Page Properties Report Tally Report Exception Report The Exception report provides both a summary and a detailed overview of ED Loader session exception data. This report focuses on records that were filtered or received errors or warnings during the ED Loader import process. Report options In addition to the Global Settings, the following option is available for the Exception report: Included Sessions - By default, this option will be set to All Sessions, meaning all sessions in the current case will be included in the report. Click the ellipsis button in the second column to launch the Select Sessions dialog to select specific sessions. Click on the Title or Created column header to sort the session list LexisNexis. All rights reserved.

60 60 LAW PreDiscovery Report contents The Summary section of the Exception report provides three sets of information: Item Summary, Filters, and Errors. The Item Summary displays a count of items processed (prior to expansion), items discovered (after expansion), records written to the LAW PreDiscovery case database (after expansion, filtering, errors, etc.), and records that were not written due to errors or filtering. Post-process file sizes are also included for the last three items mentioned. The Filters section displays a list of the ED Loader filters (conditional, NIST/NSRL, deduplication, and file type) and provides a count and post-process file size for each. The Errors section displays the total counts for processing errors (errors that occurred during processing, but records were likely still written to the case database), commit errors (errors that occurred during processing and prevented the record from being written to the case database), warnings, and incomplete records (records that will be listed in the Incomplete tab in the ED Loader's Session Viewer). The Details section of the report provides a more detailed view of filtered records, filter actions, a list of warnings and error messages, and a list of sessions included in the report. Related Topics Viewing Reports ED Loader Session Report Files By Type Report Files By Type Summary Report Deduplication Reports Page Properties Report Tally Report Files By Type Report This report contains a list of native files associated with electronic discovery records in a LAW PreDiscovery case. The records will be grouped by their file type description, such as Adobe Portable Document Format (PDF) or HyperText Markup Language (HTML). Non-ED records may optionally be included in the report LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

61 Administrating LAW PreDiscovery 61 Report options In addition to the Global Settings, the following option is available for the Files By Type report: Document Range - When the range is set to All Documents, the report will span the entire LAW PreDiscovery case. The Current Record Set option will only be available if one of the grid displays are active when launching from File > Administration or when launching from the standalone grid display's Tool menu (View Reports). File Type Filter - Three filters for the report are available: All File Types - This option includes both supported and unsupported file types in the report. The term "supported" refers to files with a valid source application assigned for printing, such as Adobe Acrobat or Microsoft Word. Non-ED records may be included depending on the state of that setting (see #2). Supported File Types - This option includes supported file types only in the report. Non- ED records may be included depending on the state of that setting (see #2). Unsupported File Types - This option includes unsupported file types only in the report. Non-ED records are not currently included in this report, regardless of the state of the "Include Non-ED Records" setting. Include Non-ED Records - When set to True, non-ed records such as scanned documents or images imported via load file will be included in the report, provided the All File Types or Supported File Types filter is selected. These records will be grouped under the <Non-ED Records> header. Report contents The contents of this report will vary depending on the selected options. The report groups the entries by their file description or by the <Non-ED Records> header for non-ed records, such as scanned documents. The group header will also display the total file count for that type, the number of pages (if available), and the total file size. The page counts and file sizes are also available for each individual file. The Pages value is pulled from the PgCount field in the LAW case. If the PgCount is not greater than zero, LAW will check the EDPages field and use that value. The file sizes are post-process file sizes. Related Topics Viewing Reports ED Loader Session Report Exception Report Files By Type Summary Report Deduplication Reports 2015 LexisNexis. All rights reserved.

62 62 LAW PreDiscovery Page Properties Report Tally Report Files By Type Summary Report The Files By Type Summary report provides a condensed version of the Files By Type report by providing native file counts and sizes per source application. This report does not include a listing of every native file path, which is the key difference between the Files By Type Summary and the Files By Type report. Report options In addition to the Global Settings, the following option is available for the Files By Type report: Document Range - When the range is set to All Documents, the report will span the entire LAW PreDiscovery case. The Current Record Set option will only be available if one of the grid displays are active when launching from File > Administration or when launching from the standalone grid display's Tool menu (View Reports). File Type Filter - Three filters for the report are available: All File Types - This option includes both supported and unsupported file types in the report. The term "supported" refers to files with a valid source application assigned for printing, such as Adobe Acrobat or Microsoft Word. Non-ED records may be included depending on the state of that setting (see #2). Supported File Types - This option includes supported file types only in the report. Non- ED records may be included depending on the state of that setting (see #2). Unsupported File Types - This option includes unsupported file types only in the report. Non-ED records may be included depending on the state of that setting (see #2). Include Non-ED Records - When set to True, non-ed records such as scanned images or images imported via load file, will be included in the report. Report contents The contents of this report will vary depending on the selected options. This report shows a listing of each unique file type included in the case. For each file type, the report provides a total file count, the total number of pages, and the total file size (post-process). The Pages value is pulled from the PgCount field in the LAW case. If the PgCount equals zero, LAW will check the EDPages field and use that value LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

63 Administrating LAW PreDiscovery 63 Related Topics ED Loader Session Report Exception Report Files By Type Report Files By Type Summary Report Page Properties Report Tally Report About Deduplication Folder Summary Report The folder summary report analyses a folder and generates a count of the following: Documents scanned in a folder. Total number of pages contained within the folder. Total area of images. Summarizing images at the folder level will often take longer than other summaries because of the area of all images must be totalled. The total area is often used for billing of oversized images. To create a folder summary 1. In the main window, within the tree-view, select a folder to summarize. 2. Do one of the following: In the main window, on the Folder menu click Summarize Images. Or right-click the tree-view and then select Summarize Images LexisNexis. All rights reserved.

64 64 LAW PreDiscovery A status bar appears in the window title bar that tracks the progress of the image summary operation. If necessary, press ESC to cancel. When complete, a Summarize Images dialog appears. 3. Take note of the folder statistics you need and then click OK. The Summarize Images dialog closes LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

65 Administrating LAW PreDiscovery 65 Related Topics Viewing Reports Files By Type Report Files By Type Summary Report Tally Report Page Properties Report LAW PreDiscovery can capture the source, size, and color information at a page level for images in a case. The reporting tool utilizes this information to provide tallies of each property for the images in a case and output the data to the Page Properties report. Report options In addition to the Global Settings, the following options are available for the Page Properties report: Document Range - When the range is set to All Documents, the report will span the entire LAW case. The Current Record Set option will only be available if one of the grid displays are active when launching from File > Administration or when launching from the standalone grid display's Tool menu (View Reports). Group By Field (Primary) - Choose from one of the following options: Page Source, Page Size, or Page Color. The report will be grouped by the selected field. Group By Field (Y-Axis) - Choose from one of the following options: Page Source, Page Size, or Page Color. The values in the selected field will appear in the Y-axis. The same field cannot be selected for both the Primary and Y-Axis grouping options. Report contents The report layout will vary depending on the fields selected for the primary and Y-axis grouping. Since the above report is grouped by color, the primary sections are listed as Black & White, Color, and Unknown Color, as those were the colors found in this particular case. Within these sections, the Y-axis holds the various page sizes that were found in the LAW case. Totals for the page sizes or Y-axis fields are located at the end of the row (down the right side of the report). The Source data (i.e. Feeder) and totals are listed horizontally in each section. For more information on Page Properties report data see Tracking Page Source, Size, and Color LexisNexis. All rights reserved.

66 66 LAW PreDiscovery Related Topics Viewing Reports ED Loader Session Report Exception Report Files By Type Report Files By Type Summary Report Deduplication Reports Tally Report Tally Report The Tally report can be used to produce a report listing the unique values present in a system field or in a user-defined index field followed by the total number of times that unique value exists in the selected index field. Report options In addition to the Global Settings, the following options are available for the Tally report: Display Custodian Details - When set to True, the Tally report will be grouped by any custodians that exist in the current case. If the current case is not ED-enabled, Display Custodian Details will not be available. Document Range - When the range is set to All Documents, the report will span the entire LAW PreDiscovery case. The Current Record Set option will only be available if one of the grid displays are active when started from the File menu, Administration item, or when launching from the standalone grid display's Tool menu (View Reports). Field To Tally - Select the field to be tallied in the report from this drop-down list. Most system fields and user-defined fields will be listed here - the following types of fields are excluded from this list: page-level fields, fields with the Unique property applied, autoincrement fields, and any field starting with the character "_" (underscore). Field values containing delimited lists such as A; B; C will be tallied as a single unique value rather than individual items LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

67 Administrating LAW PreDiscovery 67 While memo fields are included in the Field To Tally list, the data will automatically be truncated to 255 characters in the report. Number of Columns - The data in the report can be displayed in 1, 2, or 3 columns on each page of the report. Sort Field - The following two options are available for sorting the data in the report: Field Value or Totals. If Field Values is selected, the data will be sorted alphabetically based on the values located in the selected tally field. If Totals is selected, the data will be sorted based on the tally results for each field value. Sort Order - This option is used to sort the data in the "Sort Field" Ascending or Descending in the report. Choose None to avoid applying a specific sort order. Report contents The following Tally report sample is set to display custodian details and the tally field is set to DocExt, as indicated in the header below the LAW case name. The number next to the custodian indicates the number of unique field values for that custodian. The number to the right in the heading indicates the total number of field values in the tally field for each custodian. The count of each unique value is displayed to the right of the value below the section heading. For example, in the above report, five records exist with a value of "CustodianA" in the Custodian field and a value of "doc" in the DocExt field. If the tally field does not contain a value for any of the selected documents, the report will include a <Null> entry. Related Topics Viewing Reports ED Loader Session Report Exception Report Files By Type Report Files By Type Summary Report Deduplication Reports Page Properties Report 2015 LexisNexis. All rights reserved.

68 68 LAW PreDiscovery Using Grids for Reporting You can use the standalone grid to generate reports that apply to coding and to the results of queries in general. You can also use grids to create reports of the import results from ED Loader sessions. To generate reports from standalone grids If you need more detail than the Case Summary report provides, consider using either of the following reports: Report type Description Steps to run The summary function in the standalone grid display Provides the number of fields coded and/or a summary on a specific set of documents that can be identified by a query. 1.In the main window, on the Tools menu, click Display All Records. 2.The standalone grid opens. 3.In the grid on the Tools menu, click Summary. ED Reports in the standalone grid Provides electronic discovery 1.In the main window, on the reports based on data loaded Tools menu, click Display All via ED Loader. Records. 2.The standalone grid opens. 3.In the grid on the Tools menu, click ED Reports. Related Topics Viewing Reports Launching the Grids 2015 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.